Illustrative process

Plumbing: a property maintenance work order

A property manager emails a PDF work order for a non-urgent repair at a rental property. It includes the property address, onsite contact, work-order reference and access instructions.

Carry the property, contact and work-order details forward. Add the technician’s findings as the work progresses.

Same request, same business systems

See what could change.

These models illustrate possible ways of working. They are not a client result, a live integration or an executable workflow. What works for your business depends on your tools, permissions and the checks you need.

Before

Manual handoffs

The same request is read, copied or passed between people and systems.

1. Work-order inbox
Read the email and PDF. Find the address, contacts and reference.
2. Job record
Type the property, job and contact details into the job system.
3. Dispatch calendar
Copy the address and instructions while arranging a visit.
4. Technician’s job card
Send the instructions separately and chase notes or photos afterwards.
5. Accounting invoice
Gather the completion details and re-enter billing information.

Possible improvement

Connected handoffs

Work-order inbox and Job record. Keep the original request and check the shared record. Check the property, contact, work requested and billing details once.

Independent work can happen in parallel

Dispatch calendar

Arrange the visit

Confirm the plumber’s availability and property access.

Technician’s job card

Prepare the job pack

Reuse the checked address, instructions and work-order reference.

Booking confirmed. Job pack ready. The technician completes the work and adds time, materials, notes and photos.

Accounting invoice: Review the invoice. Prepare it from the completed job, then review before issue.

One linked job, from request to reviewed invoice.

A person still makes the decisions. Missing access details, unclear billing instructions or extra work outside the agreed scope go back to a person.

Flow reference diagrams

Explore the process.

Open a full-size diagram to inspect it. The original Flow definitions remain unpublished drafts. These reference snapshots do not run a process.

Before

Manual handoffs

Open the full-size overview · Download this BPMN draft snapshot

Source and validation details

This reference was prepared from approved unpublished draft 354516da-a6a0-4cee-8b25-80b54b4bcf59. The source remains a draft and is not ready for native publication.

Source BPMN SHA-256: 875ce81bf891458b43efd3c96f414e40de7e2ade84a74806cee0a66250554d31
Reference BPMN SHA-256: e01c38f9f0dc4bf52dad01f5bd07e917ece1330ea4b7295c82d9d6cb131daddd

The reference removes historical review metadata from the source documentation. The process and diagram layout are unchanged. Native validation recorded the following warnings:

G-40: Step 'invoice' has a name of 39 characters : may truncate in BPMN shape rendering
QUALITY_GATE_04: Error / Exception Paths: Zero boundary events : no error paths
QUALITY_GATE_08: SLA & Timing Metadata: No SLA targets set on any step

Read this diagram as text

Activities and decisions

Work order received (start, Work-order inbox)
Request not proceeding (end, Job record)
Copy details and arrange visit (person's task, Dispatch calendar)
Copy job instructions (person's task, Technician’s job card)
Re-enter completion and billing details (person's task, Accounting invoice)
Issue reviewed invoice (person's task, Accounting invoice)
Work order invoiced (end, Accounting invoice)
Review original request (detailed phase, Job record)
Ready to proceed? (decision, Job record)
Review billing evidence (detailed phase, Accounting invoice)
Complete authorised repair (detailed phase, Technician’s job card)
Checked property, contacts and work-order reference (information)
Completed job evidence (information)

Connections

Work order received → Review original request
Copy details and arrange visit → Copy job instructions
Copy job instructions → Complete authorised repair
Re-enter completion and billing details → Review billing evidence
Issue reviewed invoice → Work order invoiced
Review original request → Ready to proceed?
Ready to proceed? → Request not proceeding: Not confirmed
Ready to proceed? → Copy details and arrange visit: Confirmed
Review billing evidence → Issue reviewed invoice
Complete authorised repair → Re-enter completion and billing details

Incoming messages

Property manager → Work order received: Original request

Information used and produced

Re-enter completion and billing details uses Completed job evidence
Review original request creates Checked property, contacts and work-order reference
Complete authorised repair creates Completed job evidence

View detailed process diagrams

Detailed BPMN diagram: Review original request — Review original request

Read this diagram as text

Activities and decisions

Phase started (start, Job record)
Read request and re-enter details (person's task, Job record)
Request usable? (decision, Job record)
Clarify request with sender (person's task, Job record)
Proceed with clarified request? (decision, Job record)
exclusiveGateway (request-ready) (decision, Job record)
Needs owner decision (end, Job record)
Phase ready (end, Job record)

Connections

Phase started → Read request and re-enter details
Read request and re-enter details → Request usable?
Request usable? → exclusiveGateway (request-ready): Usable
Request usable? → Clarify request with sender: Needs review
Clarify request with sender → Proceed with clarified request?
Proceed with clarified request? → exclusiveGateway (request-ready): Confirmed
Proceed with clarified request? → Needs owner decision: Not confirmed
exclusiveGateway (request-ready) → Phase ready

Incoming messages

Information used and produced

Detailed BPMN diagram: Review billing evidence — Review billing evidence

Read this diagram as text

Activities and decisions

Phase started (start, Accounting invoice)
Review completed-job invoice (person's task, Accounting invoice)
Details usable? (decision, Accounting invoice)
Clarify missing or changed details (person's task, Accounting invoice)
exclusiveGateway (billing-review-merge) (decision, Accounting invoice)
Phase ready (end, Accounting invoice)

Connections

Phase started → Review completed-job invoice
Review completed-job invoice → Details usable?
Details usable? → exclusiveGateway (billing-review-merge): Usable
Details usable? → Clarify missing or changed details: Clarification needed
Clarify missing or changed details → exclusiveGateway (billing-review-merge)
exclusiveGateway (billing-review-merge) → Phase ready

Incoming messages

Information used and produced

Detailed BPMN diagram: Complete authorised repair — Complete authorised repair

Read this diagram as text

Activities and decisions

Phase started (start, Technician’s job card)
Inspect repair requirement (manual task, Technician’s job card)
Within agreed scope? (decision, Technician’s job card)
Review and agree extra work (person's task, Job record)
exclusiveGateway (scope-merge) (decision, Technician’s job card)
Complete authorised field work (manual task, Technician’s job card)
Record completion evidence (person's task, Technician’s job card)
Phase ready (end, Technician’s job card)

Connections

Phase started → Inspect repair requirement
Inspect repair requirement → Within agreed scope?
Within agreed scope? → exclusiveGateway (scope-merge): Within scope
Within agreed scope? → Review and agree extra work: Extra work
Review and agree extra work → exclusiveGateway (scope-merge)
exclusiveGateway (scope-merge) → Complete authorised field work
Complete authorised field work → Record completion evidence
Record completion evidence → Phase ready

Incoming messages

Information used and produced

Possible improvement

Connected handoffs

Open the full-size overview · Download this BPMN draft snapshot

Source and validation details

This reference was prepared from approved unpublished draft c9352b44-cb08-4f17-8822-c3b8f643c060. The source remains a draft and is not ready for native publication.

Source BPMN SHA-256: 5fae05b85282bf8202649d1286cc2d10c4393106350a03a86be5ed142989c827
Reference BPMN SHA-256: d0f1732e67c4066567046a97e1596e2ff5331cab68251126028d549dd134dc18

The reference removes historical review metadata from the source documentation. The process and diagram layout are unchanged. Native validation recorded the following warnings:

QUALITY_GATE_04: Error / Exception Paths: Zero boundary events : no error paths
QUALITY_GATE_08: SLA & Timing Metadata: No SLA targets set on any step
QUALITY_GATE_09: Edge Routing & Label Clarity: 2/4 gateway edges have labels

Read this diagram as text

Activities and decisions

Work order received (start, Work-order inbox)
Request not proceeding (end, Job record)
Arrange access and visit (person's task, Dispatch calendar)
Prepare linked job pack (proposed system task, Technician’s job card)
parallelGateway (prepare-fork) (parallel split or join, Job record)
parallelGateway (prepare-join) (parallel split or join, Technician’s job card)
Prepare invoice from completed job (proposed system task, Accounting invoice)
Issue reviewed invoice (person's task, Accounting invoice)
Work order invoiced (end, Accounting invoice)
Review original request (detailed phase, Job record)
Ready to proceed? (decision, Job record)
Review billing evidence (detailed phase, Accounting invoice)
Complete authorised repair (detailed phase, Technician’s job card)
Checked property, contacts and work-order reference (information)
Completed job evidence (information)

Connections

Work order received → Review original request
Arrange access and visit → parallelGateway (prepare-join)
Prepare linked job pack → parallelGateway (prepare-join)
parallelGateway (prepare-fork) → Arrange access and visit
parallelGateway (prepare-fork) → Prepare linked job pack
parallelGateway (prepare-join) → Complete authorised repair
Prepare invoice from completed job → Review billing evidence
Issue reviewed invoice → Work order invoiced
Review original request → Ready to proceed?
Ready to proceed? → Request not proceeding: Not confirmed
Ready to proceed? → parallelGateway (prepare-fork): Confirmed
Review billing evidence → Issue reviewed invoice
Complete authorised repair → Prepare invoice from completed job

Incoming messages

Property manager → Work order received: Original request

Information used and produced

Arrange access and visit uses Checked property, contacts and work-order reference
Prepare linked job pack uses Checked property, contacts and work-order reference
Prepare invoice from completed job uses Completed job evidence
Review original request creates Checked property, contacts and work-order reference
Complete authorised repair creates Completed job evidence

View detailed process diagrams

Read this diagram as text

Activities and decisions

Phase started (start, Job record)
Check shared request details (person's task, Job record)
Request usable? (decision, Job record)
Clarify request with sender (person's task, Job record)
Proceed with clarified request? (decision, Job record)
exclusiveGateway (request-ready) (decision, Job record)
Needs owner decision (end, Job record)
Phase ready (end, Job record)

Connections

Phase started → Check shared request details
Check shared request details → Request usable?
Request usable? → exclusiveGateway (request-ready): Usable
Request usable? → Clarify request with sender: Needs review
Clarify request with sender → Proceed with clarified request?
Proceed with clarified request? → exclusiveGateway (request-ready): Confirmed
Proceed with clarified request? → Needs owner decision: Not confirmed
exclusiveGateway (request-ready) → Phase ready

Incoming messages

Information used and produced

Read this diagram as text

Activities and decisions

Phase started (start, Accounting invoice)
Review completed-job invoice (person's task, Accounting invoice)
Details usable? (decision, Accounting invoice)
Clarify missing or changed details (person's task, Accounting invoice)
exclusiveGateway (billing-review-merge) (decision, Accounting invoice)
Phase ready (end, Accounting invoice)

Connections

Phase started → Review completed-job invoice
Review completed-job invoice → Details usable?
Details usable? → exclusiveGateway (billing-review-merge): Usable
Details usable? → Clarify missing or changed details: Clarification needed
Clarify missing or changed details → exclusiveGateway (billing-review-merge)
exclusiveGateway (billing-review-merge) → Phase ready

Incoming messages

Information used and produced

Read this diagram as text

Activities and decisions

Phase started (start, Technician’s job card)
Inspect repair requirement (manual task, Technician’s job card)
Within agreed scope? (decision, Technician’s job card)
Review and agree extra work (person's task, Job record)
exclusiveGateway (scope-merge) (decision, Technician’s job card)
Complete authorised field work (manual task, Technician’s job card)
Record completion evidence (person's task, Technician’s job card)
Phase ready (end, Technician’s job card)

Connections

Phase started → Inspect repair requirement
Inspect repair requirement → Within agreed scope?
Within agreed scope? → exclusiveGateway (scope-merge): Within scope
Within agreed scope? → Review and agree extra work: Extra work
Review and agree extra work → exclusiveGateway (scope-merge)
exclusiveGateway (scope-merge) → Complete authorised field work
Complete authorised field work → Record completion evidence
Record completion evidence → Phase ready

Incoming messages

Information used and produced

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